Construction Field Office Coordinator

Opitz Bürotechnik; Tyler (TX); On-site; USD 28,000 - 39,000; Full time

Job summary

Hoar is seeking a Field Office Administrator to serve as the central hub for administrative, payroll, and compliance operations across multiple active job sites. You will support project managers, subcontractors, and corporate departments, ensuring accurate records, timely deliverables, and clear communication.

Responsibilities include billing accuracy, payroll administration, lien waivers, insurance documents, and document control.

Qualifications

• Experience in administrative support, preferably in construction or a project-based industry.
• Strong organizational skills with the ability to manage competing priorities in a fast-paced environment.
• Proficiency in Microsoft Office Suite; familiarity with Textura, Procore, and Vista preferred.
• Excellent communication and interpersonal skills.
• Knowledge of certified payroll, prevailing wage, Texas lien laws, lien waiver requirements, and construction compliance documentation required.

Responsibilities

• Verify accuracy of billing data and revise any errors.
• Manage and process invoices, pay applications, and purchase orders with supporting documentation.
• Prepare and submit expense reports for project leadership.
• Administer certified payroll for field staff in compliance with federal, state, and project-specific requirements.
• Maintain detailed payroll records, including attendance, PTO, and overtime tracking.
• Process joint check agreements, sub-tier billings, and stored materials billings, ensuring all requirements are met.
• Ensure all billing packages include proper lien waivers and insurance documentation in compliance with all States lien laws and contractual obligations.
• Prepare, review, and submit certified payroll reports, ensuring all documentation meets applicable prevailing wage laws.
• Maintain, archive, and file all jobsite documents including contracts, job submittals, equipment logs, PTSA’s, and trade partner daily reports.
• Compile complete and accurate project closeout documentation.
• Track and manage insurance certificates, lien waivers, and other compliance documents.
• Ensure familiarity with Texas lien laws and insurance requirements to maintain legal and contractual compliance.
• Serve as the primary liaison between the field team, corporate departments, subcontractors, and vendors to ensure smooth communication and document flow.
• Coordinate submission and collection of project documentation, including pay applications, compliance packages, lien waivers, and insurance certificates.
• Follow up with trade partners to obtain missing or corrected documents to meet billing and compliance deadlines.
• Support onboarding and credentialing for new employees, subcontractors, and vendor partners.
• Assist project teams with special administrative needs as they arise.
• Perform general receptionist duties, including greeting visitors, answering phones, and handling incoming mail and deliveries.
• Arrange travel for jobsite visitors and new or transferring employees as needed.
• Maintain appearance and cleanliness of office trailers; manage office supplies and reorder as needed.
• Coordinate catering and pick up meals for onsite meetings.
• Identify administrative bottlenecks and recommend process improvements.
• Leverage technology and project management tools to streamline reporting and recordkeeping.

Skills

Administrative support

Organizational skills

Communication

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Textura

Procore

Vista

Job description

Hoar is seeking a Field Office Administrator to serve as the central hub for administrative, payroll, and compliance operations across multiple active job sites. You will support project managers, subcontractors, and corporate departments, ensuring accurate records, timely deliverables, and clear communication.

Responsibilities include billing accuracy, payroll administration, lien waivers, insurance documents, and document control.